Branch Administrator

Winter Services, LLC; West Allis (WI); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Competitive salary based on experience

Medical, dental and vision insurance

Company-sponsored Group Term Life &amp

Short-Term Disability insurance

401k retirement plan with companymatch

Paid vacation and holidays

Job summary

Winter Services, LLC is seeking an organized Office Operations Coordinator to oversee office procedures and data management, ensuring efficiency for employees, vendors, and customers. You will manage staffing and recruiting for the district, support HR tasks, maintain records in Salesforce and Viaseys, and coordinate training, safety, and compliance across the season.

Strong communication, multitasking, and proficiency with Microsoft Office are essential, as is the ability to work some weekends

Qualifications

• High school diploma or GED equivalent is required.
• Proficient in using general office equipment (fax and copier).
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Discretion and trust due to access to confidential information.
• Excellent communication, time management, and organizational skills.

Responsibilities

• Manage all district staffing and recruiting activities.
• Maintain office supplies and equipment; coordinate and support general office tasks.
• Support Operations Manager with Salesforce and Viaseys data for the district annually.
• Assist HR with onboarding, recruitment, orientation, and training of seasonal staff (may require some weekends).
• Coordinate safety, work rules, and compliance; maintain housekeeping standards.
• Coordinate and schedule district training and post-season activities.
• Assist in updating route books, maps, and data across systems.
• Support GM with general office tasks and subcontractor agreements/compliance.

Skills

Excellent communication

Time management

Organizational skills

Education

High school diploma or GED

Tools

Salesforce

Viaseys Database

Microsoft Office Suite

Job description

FUNCTION: Responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency of employee, vendor, and customer information.

DUTIES & RESPONSIBILITIES

• Manage all district staffing and recruiting activities
• Maintain office supplies and equipment. Coordinate and support general office tasks as needed
• Understand SalesForce and Viaseys Database to support your Operation Manager’s District annually
• Human Resources related activities:
  • Assist and collect all new and returning employee paperwork
  • Assist Human Resources with the recruitment, orientation, and training of seasonal staff (may require some weekends)
  • Assist seasonal staff with electronic onboarding
• Training, Safety, and Compliance:
  • Engage with all safety, work rules, and regulations to maintain housekeeping standards
  • Assist in training and tracking of safety rules and compliance for employees within the district
  • Train and administer policies and procedures
    • Make sure binders and sign in sheets are updated and loaded annually into the required binders
  • Assist in coordination and scheduling of district required training in and out of the season
• Operations Related activities:
  • Pre-Season review and photography
  • Blizzard U participation and training
    • Night and weekend hours
  • Update route books, customer scopes and maps
  • Load storm data and paperwork post storm into shared files
  • Post Season review and photography
    • Loading of pictures and inspection data into Post Season Cases
  • Pulling of stakes
  • Assisting in MM breakdown and recovery
  • Heavily involved in recruiting of seasonal and sub staff
    • Represent the company at job fairs, school, and community events
    • Screening of candidates in support of the OM’s for seasonal staff recruitment
    • Conducting interviews in Spanish
• Sales related activities:
  • Sales prospecting in the field
  • Appointment setting
  • Cold calling weekly in the summer
  • Call block day with sales team
  • Measuring prospective sites when necessary
  • Cleaning up data within Salesforce
  • Participate in Sales Blitzes
• Fleet related activities:
  • Asset/Parts tracking and accountability
  • Invoice flow
  • DVIR organization
• Customer Service:
  • Heavily involved in Service Case flow and completion
  • Cover customer service when necessary
• Finance:
  • A/R Activities
    • Ability to contact customers and communicate open aging
    • Pull invoicing out of NetSuite and email to customer
  • NetSuite, have basic knowledge and understanding
    • Ability to pull and email invoices
  • Insurance/COI requests as needed
• POC and process external and internal mail / email / packages timely
• Support GM in general office tasks (supplies, meetings coordination, etc.)
• Subcontractor Agreements; creation and processing
• Subcontractor compliance; W9, COI, etc

QUALIFICATIONS

• High school diploma or G.E.D. equivalent
• Proficient in use of general office equipment (fax and copy machine)
• Proficient in Microsoft Office (i.e. Word, Excel, Outlook)
• Discretion and trustworthiness due to access and assistance with confidential information
• Excellent communication, time management, and organizational skills

BENEFITS

• Competitive salary based on experience
• Medical, dental and vision insurance benefits
• Company-sponsored Group Term Life & Short-Term Disability insurance
• 401k retirement plan with company match
• Paid vacation and holidays

Winter Services is an equal opportunity employer that takes pride in creating a diverse and inclusive workplace. The company complies with all applicable federal, state, and local fair employment practices law. Winter Services strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of age, race, religion, color, creed, disability, familial status, sex (including pregnancy, childbirth, breastfeeding, and related medical conditions), sexual orientation, gender, gender expression, gender identity, genetic information, marital status, national origin, ancestry, veteran or military status, or any other characteristic protected by federal, state, or local law.